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10-13-2020 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, OCTOBER 13, 2020 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information fog° agenda iten2s in advance by city staff, committees and boards. Many decisions regarding agenda iten2s are based upon this information as well as: City policy and practices, inputfiron2 constituents, and other questions or information that has not yet been presented or discussed regarding an agenda iten2.) 1. CALL MEETING TO ORDER — 5:30 P.M. (a) Approve the Council agenda and any agenda additions and/or corrections Matt Jaunich, City Administrator, noted that item 12.5 will be added to the agenda to approve closing a city -owned parking lot for a coat distribution on October 27, 2020. In addition, Item 8 will be for discussion only and no action will be required. Motion by Cook, second by Christensen, to approve agenda with the additional items noted. Roll call vote was taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried unanimously. 2. INVOCATION — CrossPoint Church (The invocation is a voluntary expression of the private citizen, to andfor the City Council, and is not intended to affiliate the City Council with, or express the City Council's preferencefor, any religious/spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or staff) 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) PRESENTATION OF AWARDS OF EXCELLENCE — HUTCHINSON PARKS, RECREATION, COMMUNITY EDUCATION DEPARTMENT Tammy Lehn, George Lehn, Catherine Libor and Greg Huse of the Hutchinson Elks presented before the Council. The Elks group acknowledged the Award of Excellence the Parks Department received for the Elks inclusive playground project. In addition, it was noted that the PRCE Department had received an Award of Excellence from the Minnesota Recreation and Parks Association for the Master Plan. PUBLIC COMMENTS (This is an opportunity fog° members of the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the Mayor if he will be accepting public comments during the agenda item if not a public hearing. Ifyou have a question, concern or comment, please ask to be recognized by the mayor state your name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain fi on2 personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of September 22, 2020 (b) Workshop Meeting of September 22, 2020 Motion by Czmowski, second by Sebesta, to approve minutes as presented. Roll call vote was taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried unanimously. CITY COUNCIL MINUTES October 13, 2020 CONSENT AGENDA (The iten2s listedfor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally iten2s are not discussed) 7. APPROVAL OF CONSENT AGENDA (a) Consideration for Approval of Resolution No. 15208 — Resolution to Sell at Auction Unclaimed Property (Bicycles) (b) Consideration for Approval of Resolution No. 15209 — Resolution to Sell at Auction Unclaimed Property (Miscellaneous Items Accumulated at Police Department) (c) Consideration for Approval of Resolution No. 15210 — Resolution to Appropriate Unclaimed Property for Police Department Use (d) Consideration for Approval of Change Order No. 1 — Letting No. 3, Project No. 20-03 (South Central Drainage Area Improvements Phase 2) (e) Consideration for Approval of Mosquito Control Contract with Clarke Environmental Mosquito Management, Inc. (f) Consideration for Approval of Items for 2021 Pavement Management Program — Letting No. 1, Project No. 21-01 1. Resolution No. 15221 - Resolution Ordering Preparation of Report on Improvement 2. Resolution No. 15222 - Resolution Receiving Report and Calling Hearing on Improvement (g) Consideration for Approval of Board Appointments/Reappointments 1. Dan Janssen to Planning Commission to March 2025 2. Reappointment of Tom Wirt to Planning Commission to March 2025 3. Kimberly Merwin to HRA Board to August 2025 (h) Claims, Appropriations and Contract Payments Items 7(e) and 7(f) were pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve Consent Agenda with the exception of the items noted above. Roll call vote was taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried unanimously. Item 7(e) had further discussion. Council Member Cook noted that the board action form indicated that the contract was for $60,000, however within the contract it appears that the actual contract price is a bit less than that. John Olson, Public Works Manager, noted that the additional funds are to account for any extra applications that may take place throughout the year or other costs that may come up associated with the project. Motion by Cook, second by Christensen, to approve Item 7(e). Roll call vote was taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried unanimously. Item 7(f) had further discussion. Council Member Cook asked if there has been any further discussion about ash tree removals as part of this project. Kent Exner, City Engineer, noted that the city arborist has been provided the engineering department's plans and will be consulting with him on proper removals. Mr. Exner noted that staff will ask for residents input on trees in the 2 CITY COUNCIL MINUTES October 13, 2020 neighborhood. Overall, no impact to trees is planned within the project. Council Member Cook expressed that he feels this is a good opportunity to remove ash trees where needed since streets will be closed and a good opportunity to thin out the ash trees where they are more dense. Council Member Cook also asked if any additional sidewalks will be added as part of the project. Mr. Exner noted that very preliminary considerations have taken place. At this point, the only addition may be an extension on Merrill Street. Motion by Cook, second by Czmowski, to approve Item 7(f). Roll call vote was taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. - NONE COMMUNICATIONS, REQUESTS AND PETITIONS (The purpose of this portion of the agenda is to provide the Council with information necessary to craft wise policy. Includes items like monthly or annual reports and coniniunications f on2 other entities.) UNFINISHED BUSINESS NEW BUSINESS 8. APPROVE/DENY ENTERING INTO PURCHASE AGREEMENT FOR 3RD AVENUE NW SITE (FORMER CENEX FERTILIZER PLANT) Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that originally staff intended to be asking for approval of a purchase agreement for this site, however the developer contacted him earlier today and would like to work out a few more details. Therefore, instead, Mr. Seppelt will be providing an update on the proposed project itself. The site is located at 210 3rd Avenue NW where the former Cenex fertilizer plant used to be located. The developer would like to be considered first in line to purchase the lot since he will be doing much work on his due diligence process. The developer is interested in doing a "high -end" apartment project. Currently, the lot price is $351,329. If the sale is completed, the City would be repaid $150,000 that it contributed to the purchase of the lot in 2008. In order to make the project a go, a housing TIF district will need to be created and a zoning change will be required. Mr. Seppelt noted that he plans to be back at the next Council meeting with a finalized purchase agreement for the Council to consider. 9. APPROVE/DENY ITEMS RELATED TO CARES ACT FUNDING (a) Approve/Deny the Rationale for the City's Use of CARES Act Monies (b) Approve/Deny Resolution 15223 Authorizing the Transfer of CARES Act Monies to HUC and HRA Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that in July the City received just over $1,000,000 in CARES Act monies. These monies are intended to reimburse the City for eligible expenditures related to the COVID-19 public health emergency. The US Treasury and State of Minnesota have stressed that cities must document the rationale for using CARES Act monies. Mr. Reid reviewed the documented rationale for the City's use of the CARES Act monies and noted that it will be provided to the auditors as they review the City's CARES Act expenditures. Mr. Reid also reviewed a financial summary of how CARES Act monies have been spent or committed. To date, the City has spent $552,723 with another $481,667 committed, for a total of $1,034,390. The balance of 3 CITY COUNCIL MINUTES October 13, 2020 $39,962 will need to be committed/incurred by November 15, 2020, otherwise any remaining funds will be remitted to McLeod County. Some potential projects that been identified for the remaining funds include installation of touchless plumbing fixtures in City facilities, installing water bottle fellable stations in various city facilities and buying furniture for the City Center breakroom that can be more easily cleaned and also provide for more social distancing. In addition, Mr. Reid presented a Resolution authorizing the transfer of CARES Act monies to Hutchinson Utilities Commission and the Housing & Redevelopment Authority for eligible expenditures incurred related to the COVID-19 public health emergency. HUC incurred certain costs such as PPE, cleaning supplies and a planned HVAC ionization improvement. The HRA would like to install the HVAC ionization component into its Park Towers facility. Motion by Sebesta, second by Cook, to and approve Resolution No. 15223. Roll call vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Cook — aye; Forcier — aye. Motion carried unanimously. Motion by Cook, second by Czmowski, approve rationale for the City's use of CARES Act monies. Roll call vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Cook — aye; Forcier — aye. Motion carried unanimously. 10. APPROVE/DENY MN/DOT AERONAUTICS GRANT FOR AIRPORT PAVEMENT MAINTENANCE John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that on August 11, 2020, the Council approved two airport projects — pavement maintenance and taxi lane construction. At that time, a work order for Bolton-Menk was approved for designing and administering the pavement maintenance project. Bolton-Menk solicited price quotations and received pricing from three vendors with the low price coming in from Fahrner Asphalt Sealers, LLC of Eau Claire, WI. The total project cost is $105,902.24 with the grant funding covering 70% of the project. Motion by Cook, second by Christensen, to approve Mn/DOT aeronautics grant for airport pavement maintenance. Roll call vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Cook — aye; Forcier — aye. Motion carried unanimously. 11. APPROVE/DENY ENGINEERING SERVICES AGREEMENT FOR WASTEWATER TREATMENT FACILITY HEADWORKS IMPROVEMENTS FINAL DESIGN Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that an engineering services agreement with Nero Engineering is before the Council for consideration. The agreement is to administer the final design effort associated with the proposed wastewater treatment facility headworks improvements project. The associated cost of this agreement between the City and Nero Engineering is in the not -to -exceed amount of $297,467.00. Eric Meester, Nero Engineering, presented before the Council. Mr. Meester spoke about the project and how the fees were developed as they are included in the agreement. Mr. Exner noted that the plan is to bid out the project in late winter. 11 CITY COUNCIL MINUTES October 13, 2020 Motion by Czmowski, second by Sebesta, to approve engineering services agreement for wastewater treatment facility headworks improvements final design. Roll call vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Cook — aye; Forcier — aye. Motion carried unanimously. 12. APPROVE/DENY SETTING SPECIAL MEETING TO CANVASS ELECTION RESULTS Matt Jaunich, City Administrator, explained that the Council must canvass the general election results on either November 12 or November 13, 2020. Motion by Christensen, second by Czmowski, to approve setting special meeting to canvass election results for November 13, 2020, at 9:00 a.m. at the City Center. Roll call vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Cook — aye; Forcier — aye. Motion carried unanimously. 12.5 APPROVE/DENY TEMPORARY CLOSURE OF CITY PARKING LOT FOR COAT DISTRIBUTION Police Chief Tom Gifferson presented before the Council. Chief Gifferson explained that Common Cup will be conducting a winter coat distribution between the hours of 11:00 a.m. and 5:00 p.m. on October 27, 2020. Common Cup is requesting to have Municipal Lot B closed during the distribution to allow individuals to stage for the event while remaining in their vehicles to respect COVID-19 protocols. Motion by Cook, second by Forcier, to approve temporary parking lot closure on October 27, 2020, for coat distribution. Roll call vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Cook — aye; Forcier — aye. Motion carried unanimously. GOVERNANCE (The purpose of this portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 13. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Economic Development Authority Board Minutes from August 26, 2020 (b) Hutchinson Utilities Commission Meeting Minutes from July 29, 2020 c) Hutchinson Utilities Commission Special Meeting Minutes from August 6, 2020 d) Tall Grass Enforcement Report for August and September 2020 (e) Liquor Hutch Quarterly Report MISCELLANEOUS 14. STAFF UPDATES John Olson — Mr. Olson spoke about properly placing leaves for the leaf vacuuming services. Mr. Olson explained that long skinny rows are the best and not placing them on corners or at least placing them away from the edges of corners. He also reminded residents to not place the rows into the street until the night before the leaf vacuuming service. Tim Gratke — Mr. Gratke spoke about a power outage that occurred at the plant last week and thanked all staff members for their work in getting things up and running. He also noted that the plant received an excellence award from the MPCA for 2019. Mr. Gratke also reminded residents not to flush items down the toilet that should not be, such as needles and pharmaceuticals. Tom Gifferson — Chief Gifferson spoke about a speed trailer that was recently purchased and placed CITY COUNCIL MINUTES October 13, 2020 on School Road. Police staff is still working on interpreting the data that the trailer collects, however it appears that 150-200 vehicles pass on the roadway per day. The trailer will be relocated throughout the community. Chief Gifferson also explained that a "Take it to the Box" container is located at the police department for old, discarded prescriptions. Used needles are recommended to be disposed of in old laundry detergent containers and then thrown away, otherwise there are designated needle disposal sites at various locations. Kent Exner — Mr. Exner noted that Patrice VanderVeen retired officially yesterday after 43 years of service to the City and engineering department. He also provided a Hwy 15/1\4ain Street update and noted that the signal system is being cleaned up along with other punch list items and hopefully the street will be opened up next Monday, October 19, 2020. Exner noted that a sanitary sewer service had to be dug up yesterday on the northwest corner of Washington Avenue and will be repaired. The VFW alley is complete. The South Central Drainage Area project near the Recreation Center is going very well. The Hwy 7/Montana HAWK crossing system is still being worked through with MnDOT and he noted an additional $100,000 in funding was received for the project. Council Member Cook informed Exner that the lake restoration project is in the House and Senate bill for $3.1 million. 15. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook asked for an update on the Rec Center roof. Mr. Jaunich noted that the last information he had received was that there was some dispute on roof materials used but that has been resolved and work should be completed soon. It was also noted that there had been some supply chain issues as well that had caused some delays. ADJOURNMENT Motion by Sebesta, second by Cook, to adjourn at 7:25 p.m. Roll call vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Cook — aye; Forcier — aye. Motion carried unanimously.